Attachment 2 - Instruction to Offeror_Amend 0001.pdf

OFPM Facilities Management Systems Implementation and Support Solicitation # 1333ND21QNB130237/0001 Instructions to Offerors

ADDENDUM TO FAR 52.212-1: INSTRUCTION TO OFFERORS/BASIS FOR AWARD

The enclosed solicitation is to procure services for the National Institute of Standards and Technology (NIST), which is a federal agency within the United States Department of Commerce (DoC). The Government intends to award a single purchase order in response to the solicitation.

Offerors shall submit a complete quotation to Government officials for the purposes of acquiring supplies and/or services from the Contractor(s). Quotations shall reflect full cognizance of the scope of this requirement and reflect the capability to complete all requirements described in the solicitation.

Responses to Stage One of the solicitation shall be submitted by e-mail so that the quotation is received at hnw6@nist.gov by no later than 11:00 AM EDT, June 2330, 2021. Responses received after this date/time will not be considered for award. It is the offeror’s responsibility to ensure delivery of the quotation is on time and to confirm receipt of quotation delivery date and time. Quotations, including both Stage One and Stage Two quotations, shall remain valid for a minimum of 120 days from the date of receipt.

mailto:hnw6@nist.gov

QUOTATION INSTRUCTIONS

1.1 Questions

All questions submitted pertaining to the overall contents of this solicitation shall be submitted electronically in writing using Attachment 6 - Question and Answer Template, and be sent electronically to the Contract Specialist at hnw6@nist.gov no later than 11:00 AM EDT, June 15, 2021. The Government will respond to all questions via amendment through the https://beta.sam.gov/ (Beta.sam.gov).

1.2 Solicitation Quotation Submission

The purpose of the two-stage approach is to streamline the process for offerors and minimize traditional burdens associated with lengthy paper-based submissions. Offerors shall submit their quotations in accordance with the following two stages:

Stage One:

Due Date: No later than the quotation due date as listed with the solicitation

For Stage One, offerors shall submit evidence to confirm that the offeror is an authorized OEM partner/reseller of the proposed solution; and complete and return Attachment 4, FMS Technical Specifications.xlsx, including both worksheets within the attachment. The offeror shall confirm that their solution will meet the requirements stated in Attachment 4 - FMS Technical Specifications.xlsx by completing and returning the attachment via email to hnw6@nist.gov with its Stage One quotation. An incomplete Stage One quotation submission may be considered non-responsive and removed from further consideration.

A 1-page transmittal/cover letter signed by an individual authorized to commit the organization shall be transmitted with the quotation to the Government. The below table shows the page limits to which Offerors’ submissions must adhere.

1.3 Transmittal and Cover Letter

The offeror’s transmittal and cover letter for the quotation shall contain the name, phone number, and e-mail address of the person to be contacted concerning any matter related to the solicitation. Include the following information in the Transmittal and Cover Letter:

a. DUNS number and TIN;

b. Company Name mailing address, and website address;

c. Date submitted and quotation expiration date;

d. All of the above-cited information for each entity on the proposed team, if a team is proposed;

e. Company Point of Contact, Phone and Email address.

1.4 Formatting

Page size 8.5 by 11 inches with 1-inch margins. Paragraphs single spaced. Each quotation shall be in a commercially standard font, not smaller than 12-point font. Each page in the quotation shall be separately numbered. Tables and graphics may be landscape; all other text shall be portrait.

1.5 Stage One Instructions

The below table shows the page limits to which offerors’ submissions shall adhere. Offerors that cannot comply with the below requirements will not be eligible to participate in the solicitation.

https://beta.sam.gov/

Section Page Limit (all single sided)

Transmittal/Cover Letter OEM Partner/Reseller Confirmation FM System Functional Specifications (Attachment 4)

1 page 2 page Response to Minimum Requirements Response to FM System Functional Specifications

The following items are not included in the page limit:

• Cover Sheet;

• Table of Contents;

• List of Appendices;

• List of Tables;

• List of Figures;

1.5.1 Transmittal/Cover Letter

In the 1-page transmittal or cover letter provided with the quotation, the offeror shall clearly state whether it is an active OEM Partner for the proposed solution, and shall provide evidence of the active partnership status including what tier, if applicable. The Offeror shall demonstrate that it is authorized to provide licenses for the proposed solution along with implementation/support services for the proposed solution. The evidential documentation may be provided as an attachment to the transmittal/cover letter, but the transmittal letter shall clearly state the partnership status of the offeror.

1.5.2 FM System Functional Specifications

The offeror shall complete the “Minimum Requirements” worksheet of Attachment 4 to confirm that the proposed application meets the following minimum requirements:

a. A Commercial off-the-shelf (COTS) Software-as-a Service (SaaS) system that has 1) been through the Government's FedRAMP authorization at the moderate level; 2) or have an Assessment and Authorization (A&A) at the moderate level as it relates to the security requirements set forth in FISMA;

or 3) meet the equivalent to security and privacy controls compliant with security requirements defined by applicable federal laws, regulations, policies, and standards (e.g., the Federal Information Security Management Act (FISMA), OMB Circular A-130, and FIPS Publication 200), and requirements in accordance with the NIST FMS SOW;

b. An EAM application solution that provides an embedded ERP capability with low/no code configuration;

c. The application shall provide real-time data flow between the EAM and ERP components;

d. The application shall provide mobile capabilities that are designed to function natively on iOS and

Android devices in occasionally connected environments, allow workers in the field to perform all aspects of Work Management including receive, review, and complete work orders including all associated (view, consume, and order materials, review manuals, etc.) activities;

e. The application shall provide a robust Construction Management component that integrates seamlessly into EAM.

Additionally, Offerors shall complete the “Functional Specifications” worksheet of Attachment 4, indicating their proposed COTS product’s ability to provide the functionality contained therein by going to the field “Product Feature” and selecting one of the following options from the drop-down:

• Supported out-of-the-box: The feature is fully supported without any additional changes.

• Supported via 3rd Party: This feature is supported but it requires the purchase of a 3rd party product in order to fulfill the requirement.

• Configuration Required: The feature is supported but requires configuration to be used.

• Modification Required: The product must be customized or altered in order to provide the feature. Customization means that the product requires changes to code within any part of the application architecture (application, database, etc.).

• Future feature: This feature is planned to be supported in a future release and may not be immediately available.

• Not Supported: The product does not provide the feature or functionality.

1.5.3 Instructions following submission of Stage One Quotation:

Following the completion of the evaluation of Stage One quotations, the Government will advise each Stage One offeror of whether or not they are one of the most highly rated offerors and on the likelihood of the offeror receiving an award. This advisory notice is a recommendation only and discontinuing the pursuit of the requirement into Stage Two following the notification is voluntary. However, the intent of this advisory notice is to minimize quotation development costs for offerors with little to no chance of receiving an award to assist with the appropriate decision-making regarding continuation of the quotation.

If the offeror chooses to participate in Stage Two following receipt of the Government’s advisory notice, the offeror shall send its intent to participate in Stage Two via email to hnw6@nist.gov within 3 business days of receipt of the Government’s advisory notice. In the Offeror’s notice of intent to participate in Stage Two, the offeror shall clearly state the virtual meeting method it will use for its virtual Oral Presentation. If the offeror plans to proceed to Stage Two and notice of its intent is not received by the stated due date and time, the Government will not evaluate any submissions submitted by the Offeror in Stage Two.

Following the Government’s disbursement of the aforementioned advisory notices to offerors, all offerors that provided its notice of intent to participate in Stage Two by the stated due date and time will be provided an opportunity to present their proposed solution to the Government via oral presentation based on the script that is provided (see Attachment #7 – Oral Presentation Script). In the Offeror’s notice of intent to participate in Stage Two, the offeror shall clearly state the virtual meeting method it will use for its virtual Oral Presentation Those offerors will be contacted to set up a virtual meeting for the demonstration of their solution, which is expected to be conducted within ten (10) business days of the due date for receipt of the notices of intent to participate in Stage Two. Additionally, all offerors that provided notice of intent to participate in Stage Two by the stated due date and time shall submit their Stage Two Technical and Price Quotations electronically to hnw6@nist.gov within 10 business days of the due date for receipt of the notices of intent to participate in Stage Two (the exact quotation due date will be listed in the notification.)

1.6 Stage Two Instructions

For Stage two, Offerors shall provide their quotation as described below, as well as present their oral presentation in accordance with the below. Each quotation shall consist of a Technical Capability (Vol. I- A), Management Approach (Vol. I-B), Past Performance/References (Vol. I-C), and a Business/Pricing Quotation (Vol. II), and shall be submitted in four (4) separate electronic files. There is no actual submission required for the oral presentation.

Incomplete quotations may be considered non-responsive and removed from further consideration.

Quotations shall be clearly and concisely written as well as being neat, indexed (cross-indexed as appropriate) and logically assembled. All pages of each part shall be appropriately numbered and identified with the name of the offeror, the date, and the solicitation number.

The below table shows the page limits to which offerors’ submissions must adhere. Each quotation shall consist of a Technical Capability (Vol. I-A), Management Approach (Vol. I-B), Past Performance/References (Vol. I-C), and a Business/Pricing Quotation (Vol. II), and shall be submitted in four (4) separate electronic files.

1.6.1 Overall Arrangement of Quotation

Volume Section Page Limit (All single sided)

I Transmittal/Cover Letter

1. Technical Capability

2. Management Approach (including QASP)

3. Past Performance

Oral presentations will not be accompanied by an actual document submission

10 Pages 10 Pages 5 3 Pages

II Price Quotation N/A

The following items are not included in the page limit:

• Cover Sheet;

• Table of Contents;

• List of Appendices;

• List of Tables;

• List of Figures;

• Key Personnel Resumes (Limited to 2 pages each)

• Letters of commitment from Key Personnel

1.6.2 Volume I - Technical (Non-Price) - No pricing information shall be included in the technical quotation

1. Technical Capability/Approach

The offeror shall demonstrate its understanding of the requirements and provide a concise, detailed, and thorough discussion of its approach and capability to fulfilling the requirements of each task in the

Statement of Work (SOW). The offeror shall describe its proposed methods and techniques for completion of each task in the SOW. The quotation shall clearly:

a. Provide the offeror’s understanding and its ability to meet the technical requirements expressed in the solicitation, including the ability to enable a fully mobile workforce to perform activities (e.g. work management, materials management, etc.) in the field.

b. Provide a clear depiction of the application’s architecture including products, platforms, and hosting environment. Offerors shall describe how their solution’s architecture leverages modern design principles and APIs to enable seamless integration with other systems and minimizes customization (development of custom code).

The offeror shall include all (if any) technical assumptions, conditions, or exceptions related to any of the requirements or terms and conditions of the requirement. If not noted in this section of Offeror’s quote, it will be assumed that there are no assumptions, conditions, or exceptions for award, and that the Offeror agrees to comply with all of the terms and conditions set forth in this RFP. It is not the responsibility of the Government to seek out and identify technical assumptions, conditions, or exceptions buried within the Offeror’s submission. The Government reserves the right to reject any quote that includes any technical assumptions, conditions, or exceptions that impact or affect the Government’s objectives or requirements.

Stage One System Functional Specifications:

As stated in the evaluation criteria, the Government will consider its assessment/evaluation of the Offeror’s completed “Functional Specifications” worksheet of Attachment 4 that was submitted and evaluated in Stage One, as part of the Stage Two evaluation. However, offerors shall not revise or resubmit Attachment 4 in Stage Two.

2. Oral Presentations The Government will advise Offerors of the date and time for the presentation of their Oral Presentation via a virtual meeting. The Oral Presentation is expected to be conducted within ten (10) business days of the due date for receipt of the notices of intent to participate in Stage Two, subject to change depending on the number of Oral Presentations required to be scheduled. However, the official scheduled date/time will be provided to the Offeror at least 5 days in advance of the date of the Oral Presentation.

The Oral Presentation shall include introductions, implementation approach, and a demonstration of their proposed product based on the scenarios described in the script in Attachment 7 – Oral Presentations Script. The Oral Presentation shall not be longer than 2.5 hours in length. The offeror shall clearly state the virtual meeting method (i.e. gotomeeting, webex, MSTeams…etc) to the oral presentations as part of its submitted notice of intent to participate in Stage Two. This will reduce the chances of technical difficulty while demonstrating proposed solution.

The Offeror shall have the proposed key personnel in attendance. During the presentation, the offeror’s proposed key personnel shall provide a demonstration of their proposed product using the script provided in Attachment 7 - Oral Presentation Script as a guide, and shall stick to this script. The Offeror shall conduct the demonstration using an environment that allows the user experiences from the web-based interface and mobile device demonstrated fully, including the ability for the mobile device to send and receive data from the system. The presentation shall provide for the opportunity to determine usability of the product and determine how team dynamics will work if the Purchase Order is awarded. During the presentation, offerors may discuss any technical assumptions, conditions that could decrease the chances of successful performance and ways to mitigate them.

3. Management Approach

The Offeror shall include its management approach for satisfying the requirements of the SOW. It shall contain detailed descriptions of the organizational qualifications, capacity, and management plan that describe the manner in which the Offeror intends to oversee the multiple complex and overlapping components of this project. The management approach shall be specific to this project – that is, it is not a generic management plan – and demonstrates an understanding of and planning for the unique management challenges of this project. The quotation shall recognize the complex nature of this project and identify a clear approach to completing all tasks while ensuring that work in one area informs efforts in another. The management approach shall explain how the offeror will address anticipated problem areas and shall address future integration of new processes and enhancements. The offeror shall include its staffing plan, demonstrating how the proposed team will lead to the successful completion of the SOW requirements. The offeror shall document the proposed labor categories titles/descriptions and the hours proposed for each task, demonstrating the offeror’s proposed allocation of resources by task. The Management Approach shall clearly:

a. Provide an overall approach to the project and what, if anything, the offeror would need from the Government to ensure success. Offerors shall also identify any barriers that would reduce the chances of successful implementation or cause schedule delay.

b. Provide a clear depiction of the project management approach that will be used (timelines, phases, etc.) that will ensure the system is operational and in production within no more than eighteen (18) months from the start of the contract

c. Include the offeror’s plan to ensure the new system is adopted by all users, including how training is conducted and how the system will be rolled out to users.

Key Personnel

Key Personnel - The offeror shall provide the resumes of its proposed key personnel for the key personnel roles identified in the SOW. The Key Personnel proposed shall meet or exceed the minimum qualifications as described in the SOW.

Each resume shall not exceed three (3) pages and does not count towards the page limit of this section.

Each resume shall demonstrate the proposed key personnel’s ability to perform the role for which they are being proposed, their experience in delivering services in the areas generally described in the SOW, and that the minimum qualifications identified in the SOW have been met. Resumes shall include the following information:

• Full name

• Education

• Chronological work experience

• Narrative describing relevance of work experience to current requirement (this may be provided in the quotation writeup for this section, rather than as part of the actual resume).

The offeror may include resumes of the other (non-key) proposed personnel to demonstrate the experience and qualifications relevance to the SOW.

Quality Assurance Surveillance Plan (QASP)

The Offeror shall provide its QASP to demonstrate how the Offeror intends to control the quality of deliverables and services provided under the resultant contract and show an understanding of how measures and metrics will be applied based on the proposed technical solution.

4. Past Performance/References

The offeror shall demonstrate their past performance implementing similar systems within the last five

(5) years of contracts of relevant work of a similar type and scope as the current requirement with federal, state or local governments and/or commercial customers.

Offerors may include information in the Past Performance section of the quotation itself, but shall submit past performance information in the form of completed Past Performance Questionnaires. Attachment 8 to the RFQ titled “Past Performance Questionnaire Template” shall be used, or Offerors may submit official CPARS assessments in place of the questionnaire. Offerors shall have their references complete the questionnaire for previous individual contracts of similar size and scope to this requirement. The Offeror shall then submit the questionnaires (completed by their references) as attachments to the quotation. The Offeror’s references shall not submit completed questionnaires directly to the government. The Offeror must submit the questionnaires completed by their references, as attachments to the quotation. If the Offeror performed as a subcontractor under a given previous effort, the Offeror should also clearly indicate the approximate percentage of work that the Offeror performed under each task/category of effort throughout the course of the contract.

If the offeror has no relevant past performance it should include a statement to that effect in its quotation.

The government reserves the right to consider past performance data obtained from sources other than those provided by the offeror in its quotation.

The description of each reference described in this section shall not exceed one page. For each of the contracts, the offeror shall provide the following information:

• Contract number

• Client’s name and address

• Dollar value

• Period of performance

• Narrative describing the requirement and its relevance to the current requirement, including o Key metrics for approximate # of users, # of mobile users, # of locations, buildings and assets managed by the system, and # of work orders received on an annual basis

• Name of contracting officer or point of contact, telephone number and e-mail address

The offeror may include: a) past performance information regarding any problems encountered on the contracts described above and corrective actions taken to resolve those problems; and b) Any quality awards or certifications, letters of appreciation, commendations, industry recognition of excellence or special awards received with respect to performance of services.

1.6.3 Volume II - Business/Pricing Quotation

The offeror shall include the following as part of the business/pricing quotation:

Offerors shall complete and return Attachment 5 as part of the business quotation. Offerors shall provide the labor category, rates, and the number of hours proposed for the base and option periods as part of Attachment 5. Please note that offeror may include additional labor categories, if needed.

Offeror shall also complete the Other Direct Costs (ODCs) section of the Attachment 5 by providing the product description and the estimated Subscriptions/Licenses for the base and option periods. The existing/default descriptions are only suggestive and offeror shall include the actual name/description of the products proposed.

The offeror shall propose a firm fixed price for each of CLINs 0001, 1001, 2001 and 3001 identified in the SF-1449, and a Not to Exceed price for each of Other Direct Costs (ODCs) CLINs 0002, 1002, 2002, and 3002 in the SF-1449. Additionally, the offeror shall demonstrate how the proposed pricing was calculated for each CLIN. At minimum, this shall include a breakdown of the labor categories and allocated hours for each category.

The firm fixed prices proposed for each of CLINs 0001, 1001, 2001 and 3001 identified in the SF-1449 shall include any and all labor required for successful completion of the SOW tasks for the base and option periods, respectively. CLINs 0002, 1002, 2002, and 3002 are for ODCs, and the Not to Exceed prices proposed shall include the costs associated with the provision of the required software licenses/maintenance and cloud hosting, for the base period and each option period, respectively. See the CLINs listed in the SF-1449 for more details. Please note that all ODC CLINs, including CLIN 0002, are optional CLINS. The Government reserve the right to exercise CLINs 0002, ODCs for the base period at the time of the award, if necessary.

Additionally, the Offeror shall propose a firm fixed price payment schedule for each of the firm fixed price CLINs (0001, 1001, 2001 and 3001). The payment schedule shall be tied to the submission and acceptance of deliverables to the maximum extent practicable.